CITY OF CHERRYVALE ___________________________________________________________

MEETING OF THE CITY COUNCIL REGULAR MEETING

AUGUST 18, 2014 7:00 PM

Working for a better tomorrow… today.

ORDER OF BUSINESS CALL MEETING TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL PUBLIC FORUM GOVERNING BODY COMMENTS

Mayor John Wright Council Member Chad Wickham Council Member Kevin Crain Council Member Randy Wagoner Council Member Lew Forman, Jr.

NEW BUSINESS A. CHERRYVALE MUSEUM DONATION Presented by Chris Weiner, City Clerk/Asst. City Administrator RECOMMENDED ACTION: Take appropriate action. B. MCAC ANNUAL LEGISLATIVE GOLF TOURNAMENT SPONSORSHIP Presented by Chris Weiner, City Clerk/Asst. City Administrator RECOMMENDED ACTION: Opt out of sponsoring the tournament. C. COMMUNITY CENTER BOARD Presented by Chris Weiner, City Clerk/Asst. City Administrator RECOMMENDED ACTION: Take appropriate action. D. SOLAR ROADWAYS LETTER OF INTEREST Presented by Chris Weiner, City Clerk/Asst. City Administrator RECOMMENDED ACTION: Authorize City Administrator to send letter of interest. E. 2014 AUDIT CONTRACT FOR JARRED, GILMORE & PHILLIPS Presented by Chris Weiner, City Clerk/Asst. City Administrator RECOMMENDED ACTION: Take appropriate action. F. CONSENT AGENDA

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Presented by John Wright, Mayor RECOMMENDED ACTION: Approve the consent agenda as presented.

1. Appropriations Ord. No. 14-0815 $81,342.61 a. Approval of Purchases over $5,000

i. Blue Cross-Blue Shield $8,932.51 ii. Card Services $10,873.04

2. Consideration of the minutes for August 4th, 2014 Regular Meeting INFORMATIONAL ITEMS

1. League of Kansas Municipalities Annual Conference 2. Reminder: Next Meeting is Tuesday, September 2. (Monday, September 1 is Labor Day)

WORKSHOP

1. Community Center ADJOURNMENT

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CITY COUNCIL ACTION REPORT Proposed Agenda Date: August 18, 2014 Subject: Museum Donation Guest: None Anticipated Background: Prior to my arrival during the preparation of the 2014 budget, the museum board approached the City asking for funds to be budgeted to make repairs to the building. From notes found on the preparation of the 2014 budget, $3,500 was budgeted to be donated to the museum. Financial Consideration: The City has the funds available for the donation. Also consider that City Staff have been directed to restrict their spending below budgeted amounts to decrease/stop the transfers needed from the water and sewer funds. Legal Consideration: N/A Policy Consideration: The City does have a donation policy that has not been followed in the past. I do not have formal paperwork requesting the donation, however, that does not mean that the paperwork does not exist. Recommendation: Take appropriate action.

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CITY COUNCIL ACTION REPORT Proposed Agenda Date: August 18, 2014 Subject: MCAC Annual Legislative Golf Tournament Sponsorship Guest: None Anticipated Background: The City has not sponsored the golf tournament in the past; however, city officials and staff have played in the tournament. As a side note, the letter was addressed to Coffeyville, so we did not receive it in a timely manner. I contacted Aaron Heckman with MCAC and was told that we could still sponsor if we wish. Financial Consideration: Without sponsorship or if sponsorship level does not include registration of players, registration is $100/person with a cart. Legal Consideration: N/A Policy Consideration: N/A Recommendation: Opt out of sponsorship of the tournament.

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CITY COUNCIL ACTION REPORT Proposed Agenda Date: August 18, 2014 Subject: Community Center Board Guest: None Anticipated Background: The renovations are essentially complete of the Community Center and the possibilities for it are extensive. However, there has not been anything concrete established as to what the Center will have for either equipment or programs. The purpose of establishing a board would be to compile information on equipment and various programs that would benefit the entire community and present them to the Council for approval. The board may be able to also oversee programs implemented and fundraising efforts. Financial Consideration: The board will not be compensated, nor will they have any expense authority. Legal Consideration: N/A Policy Consideration: The board will serve in an advisory or oversight capacity only. Policy will still have to be adopted by council. Recommendation: Beyond taking appropriate action; form a board of five (5) members with one (1) being appointed by the Rec Commission. Council may wish to reserve a seat for USD 447.

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CITY COUNCIL ACTION REPORT Proposed Agenda Date: August 18, 2014 Subject: Solar Roadways Letter of Interest Guest: None Background: For ADA compliancy, there need to be handicapped parking stalls in place at the community center. A reserved stall on a gravel lot does not meet the requirements, so there needs to be a hard surface installed. There has been concern voiced over the Community Center and how it is going to fund itself. There has also been a desire by Council to seek other revenue generating ventures. Solar Roadways completed their first prototype parking lot in March of 2014. The panels that comprise the lot generate solar energy that could be used to power the Community Center, along with possibly selling the excess to Westar. Additional information can be viewed at www.solarroadways.com. Financial Consideration: There is no cost associated with sending a letter of interest. Legal Consideration: N/A Policy Consideration: N/A Recommendation: Authorize City Administrator to send letter of interest to Solar Roadways.

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City of Cherryvale 123 W. Main Street, Cherryvale, Kansas 67335

(620) 336-2776 (620) 336-2104 Fax

www.cherryvaleusa.com

Working for a Better Tomorrow…Today.

August 18, 2014 Solar Roadways P.O. Box 293 Sagle, Idaho 83860 Scott and Julie Brusaw The City of Cherryvale is nearing completion on the renovations of a former Kansas National Guard Armory, converting it into a Community Center. The plans for the Community Center call for a sixty-seven stall parking lot that has no shade cover. The installation of the panels would benefit the City of Cherryvale largely by providing a means to power the facility and generating additional revenue by selling electricity to Westar, the area’s electric provider. After researching the product and reviewing the information provided by Solar Roadways, the Governing Body would like to express its interest in Solar Roadways. We hope that in the near future that the City of Cherryvale can partner with Solar Roadways in the development and installation of the first solar power generating parking lot in the state of Kansas. Sincerely, Travis Goedken City Administrator

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Basic MembershipSingle 20.00$ per monthCouple 30.00$ per monthFamily 40.00$ per monthSenior 10.00$ per monthDaily Use 3.00$

Family Households consist of a householder and one or more other people related to the householder by birth, marriage, or adoption.Memberships include access to the full building (not offices) if rooms are not reserved.

Rental RatesMember Fee Non-Member Deposit

350.00$ 450.00$ 200.00$ 30.00$ 40.00$ 20.00$ 30.00$ 40.00$ 20.00$ 50.00$ 70.00$ 30.00$

Rates are currently on a per day basis; we could also reduce the fee and place on a per hour basis.

Membership Discounts10%15%

Corporate Rate >25 20%Pay for 6 Months 10%Pay for the Year 15%

Additional things to determine: hours of operation, staffing, permitted uses (alcohol)

Corporate Rate 10-25

North GymKitchenTile Meeting RoomCarpet Meeting Room

Corporate Rate <10

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Daily Use and Annual Membership Fees with Amenities ListCity/Fitness Club Population Daily Use Single Family Indoor Track Gymnasium Cardio Machines Free Weights Room Rentals Pool

Cherryvale* 2,367 yes yes no

Cherryvale 24hour Fitness 2,367 $35/mo $48/mo no no yes yes yes no no

Russell* 4,506 $5 $20/mo $30/moFitness Room 30'x117',

rubber floor 60'x90', rubber floor 20+ 17 yes

$20/3 hours, $25 w/kitchen, classroom $15/3 hours, or all for

$30 (all three all day $100) no

Minneapolis (Ottawa Co.) 2,040 $10 $44/mo, $396/year $56/mo, $504/year no no yes yes yes Hall w/kitchen $25/day yes

Oakley 2.045 $5 $40/mo $100/3 mo $80/mo, $200/3 mo no no yes yes no no yes

Bel Aire 6,769 $2 $50/year $80/year no yes yes yes yes yes yes

Clearwater 2,481 $5 $35/mo (10% off if pay year) $65/month (10% off if pay year) yes no yes yes yes conference room, not used yes

Lyons 3,739 Classes Only$25/mo, $75/3mo, $125/6mo,

$240/year$70/mo, $210/3mo, $350/6mo,

$660/year no yes yes yes yes

$55 for gym, $20 for childcare room, $25 for conference room,

$15 for kitchen no

Garnett* 3,415 $3$15/mo for ages 11-18, $25/mo

for 19-54, $15 for 55+ $35/mo for up to 4 no yes yes yes yes

meeting room - $10/hour, or full facility for $25 1st hour and

$10/hour thereafter no

* - former National Guard Armory converted into recreation center

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RESOLUTION NO. 10-10

A RESOLUTION ESTABLISHING RULES REGARDING THE USE OF THE CHERRYVALE COMMUNITY CENTER, CHERRYVALE, KANSAS.

WHEREAS, the Governing Body of the City of Cherryvale, Kansas, accepted ownership of the former Kansas National Guard Armory Property through a Kansas Quitclaim Deed dated March 31, 2010 at a regular Council Meeting on June 7, 2010; and,

WHEREAS, the Governing Body hereby proclaims that the former Kansas National Guard Armory Property is now known for administrative purposes as the Cherryvale Community Center; and,

WHEREAS, the Governing Body wishes to adopt certain resolutions regarding the use of the Cherryvale Community Center, Cherryvale, Kansas.

NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF CHERRYVALE KANSAS THAT,

Section One. That any party desiring to use the Cherryvale Community Center shall be permitted to do so upon payment of a refundable One Hundred Dollar ($100.00) utility, key, and damage deposit to the City Clerk and an additional rental fee. The rental fee shall be Fifty Dollars ($50.00) for a partial day rental up to Four (4) hours or One Hundred Dollars ($100.00) for a full day rental up to twenty-four (24) hours of use. For-profit renters of the Community Center shall be charged the refundable deposit and a flat Three-Hundred Dollars ($300.00) for up to twenty-four (24) hours of use. The Community Center shall be offered on a first come, first serve basis and may be rented to any person or organization regardless of residence.

Section Two. Any party desiring to consume or possess alcoholic and or cereal malt beverages at the Cherryvale Community Center shall do so upon payment of a refundable Two Hundred Dollar ($200.00) utility, key, and damage deposit to the City Clerk. Such party must also obtain a permit issued by the Cherryvale City Administrator. The person in charge of such function shall have such permit present and available at the function, and shall present it to any law enforcement officer requesting the same. The City Administrator reserves the right to approve or reject any application for said permit upon review.

Section Three. Rental fees for events held in connection with the USD #447 Recreation Commission will be waived. In lieu of paying rental fees the Recreation Commission will contribute toward utility expenditures and maintenance under a separate Facility-Use and Maintenance Agreement approved by the Recreation Commission and the City of Cherryvale Governing Body. Storage of necessary event equipment may be stored at the facility upon approval of the Cherryvale City Administrator prior to scheduled events as long as it will not interfere with the rental of the community center.

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Section Four. Rental fees for events held in connection with the Cherryvale Chamber of Commerce may be waived. The Cherryvale Chamber of Commerce, in lieu of paying the rental fee, will be required to perform clean up duties both prior to and after the event, as well as promoting the facility for additional use. Storage of Chamber of Commerce equipment may be allowed at the facility upon approval of the Cherryvale City Administrator as long as it will not interfere with the rental of the community center.

Section Five. Any person or sponsor using the building shall restore it to a clean and neat appearance upon the conclusion of the use and see that all lights are shut off, the thermostat is turned off or set on an appropriate temperature, all doors are locked, and the keys are returned. Additional rules and conduct regulations will be stated on the application and agreed to by the applicant. If all of the above are accomplished in the judgment of the City, any deposit required shall be refunded to the persons using the building. If, in the judgment of the City, all of the above are not accomplished, the deposit shall become the sole and separate property of the City of Cherryvale, Kansas, as liquidated damages and not as a penalty. If in judgment of the City, the Cherryvale Community Center has been damaged and those damages exceed the any deposit received, the party renting the building will be held responsible for the cost of repairing the damage. Every person or sponsor who rents the Cherryvale Community Center will be given a copy of this Resolution and by their signature on a copy of this Resolution, they agree to personally assume all responsibility and liability for damages in excess of the deposit. Any party and all participants using the Cherryvale Community Center must abide by all State and Municipal laws during facility use.

PASSED by the governing body of the City of Cherryvale, Kansas on the 21st day of June, 2010.

______________________________ John Wright, Mayor Attest: ____________________________________ Rebecca Swain, City Clerk Applicant or Sponsor: _____________________________________ Signature Date

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